Administrative Assistant Public Works

City of Jackson POSITION DESCRIPTION

JOB TITLE: Administrative Assistant

DEPARTMENT: Public Works

IMMEDIATE SUPERVISOR: Building and Planning Manager

SUMMARY:

To serve as the administrative assistant for Building & Planning, Public Works, and Engineering, and as permit technician for building permit applications. To issue all contractor licenses and provide clerical support for Building & Planning Manager and all Public Works departments.

***This position is a safety sensitive position***

ESSENTIAL FUNCTIONS

I. Building and Planning Dept. 35% of Time

A. Receives applications for building permits, enters all application data in building permit software, ensures that application form is completed and all contractors and sub-contractors have current licenses, and forwards application to building inspectors. Once approved, calculates construction values and cost of permits, issues permits, and contacts owner/contractor.

B. Processes and issues all new and annual renewals of contractor licenses, ensuring for complete information and accuracy.

C. Schedules all inspections called in, checks to make sure previous inspections have been completed, enters data for inspection requests in permit software, and notifies assigned inspector of request.

D. Responsible for day-to-day maintenance of building permit software, making updates and troubleshooting as needed.

E. Generates weekly and monthly building permit reports, distributes weekly reports to the Building & Planning Department, and monthly reports to the Building & Planning Manager, U.S. Census Bureau, and media, assuring for accuracy and timeliness.

F. Scans completed permit applications and permits and files the digital file and paper copies.

G. Provides copies of all issued building permits to the County Assessor’s office.

II. Clerical Support Activities - 20 % of Time

A. Proofreads, edits, and prints all handouts and other materials assuring for accuracy.

B. Completes and maintains files assuring for easy recall and effective record keeping.

C. Collects various types of payments for all building permits, contractor licenses, special trash pick-ups, and maps & copies. Makes deposits with City Clerk and City Collector, assuring for accuracy and balance.

D. Submits requests to the Missouri One Call System regarding city projects in various departments. Attends Missouri One Call System area meetings as needed.

E. Proofs, prints, and mails letters, memos, etc, as requested by the Building & Planning Manager, Public Works Director or other Departments. Returns them to their author for edit and review. Redrafts as needed assuring for timeliness and accuracy.

G. Assists with printing, copying, and binding of city project specifications as requested for Public Works and Engineer.

H. Obtains and maintains Notary Public status with State of Missouri.

III. Telephone and Visitor Activities 25 % of Time

A. Receives telephone calls related to Building & Planning, Sanitation, Staff Engineer, Street, Water, Wastewater Department, Electric Department, and others, assuring for professionalism and courtesy.

B. Routes callers to the appropriate party or relays messages, assuring for accuracy.

C. Answers questions related to permit processes, Sanitation Department, and various Public Works departments and completes follow up where appropriate, assuring for accuracy and timeliness.

D. Schedules sanitation special pickups, maintains schedule and notifies resident and department of scheduled date. Ensures pickups per address are no more than one per year.

E. Creates work orders in department software.

F. Greets visitors assuring for the best possible public relations for the City.

IV. Mayor/Council Related Activities 10 % of Time

A. Compiles city-wide annual report compiling submitted supervisor reports from each department, photos and newspaper articles from throughout the year related to city projects.

B. Compiles city-wide weekly and monthly reports for all city departments, ensuring for consistent format and correct grammar and spelling, and distributes to City Administrator and all department supervisors.

V. Miscellaneous Activities 10 % of Time

A. Keeps in contact with all City units via base radio.

B. Responsible for monitoring and ordering office supplies for Public Works / Building and Planning Department / Staff Engineer / Others.

C. Disperses mail daily to Building & Planning, Public Works Director, & Engineer and ensures department-generated mail gets mailed daily.

D. Maintains an awareness of the schedule of the Director of Public Works, Engineer, and Building & Planning Department staff.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying the position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor; subject to reasonable accommodations.

WORK ENVIRONMENT

¨ Average accessibility of all work sites required for the position.

¨ Average exposure to weather and temperature extremes.

¨ Average exposure to chemicals and fumes.

¨ Average exposure to heights.

¨ Average exposure to work safety hazards.

¨ Average amount of overtime/extended work hours required.

PHYSICAL EFFORT

¨ Normal physical mobility: movement from place to place on the job, considering distance and speed.

¨ Normal physical agility: ability to maneuver body while in place.

¨ Normal physical strength to handle routine office materials and tools.

¨ Normal physical strength to handle 30 lb. objects, considering frequency.

¨ Normal dexterity of hands and fingers.

¨ Normal physical balance: ability to maintain balance and physical control.

¨ Normal coordination, including eye/hand, hand/foot, etc.

¨ Normal endurance.

KNOWLEDGE REQUIREMENTS

¨ Preferred two years of college or obtained an associate degree or certification in a related field from an accredited technical school.

¨ One or more years’ experience within an office setting with senior level staff.

¨ Proficiency with MS Word and Excel.

¨ Proficiency with keyboarding skills.

COMMUNICATION

¨ Above average verbal communication.

¨ Above average written communication.

¨ Above average non-verbal communication.

MENTAL EFFORT

¨ Above average concentration/intensity: prolonged mental effort with limited opportunity for breaks.

¨ Average memory, considering the amount and type of information.

¨ Average complexity of decision making.

¨ Average time pressure of decision making.

¨ Average analytical thinking.

¨ Average conceptual thinking.

SENSORY ABILITIES

¨ Normal ability to see.

¨ Normal ability to distinguish colors.

¨ Normal ability to hear.

¨ Normal ability to smell.

¨ Normal sense of touch.

Job Type: Full-time

Pay: From $18.64 per hour

Expected hours: No less than 40 per week

Benefits:

• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Education:

• High school or equivalent (Required)

Experience:

• Office: 3 years (Required)

Work Location: In person

Salary : $19